Barnet Overseas Students Housing Association Limited Privacy Notice
Barnet Overseas Students Housing Association Ltd., which owns and runs Nansen Village, is a charitable housing association providing accommodation for postgraduate students and their spouse/partner and/or children from overseas and the UK while they study in the United Kingdom. Our company registration number is 17761R and our registered address is 21 Woodside Avenue, London N12 8AQ.
This policy sets out how we will collect, process, store and use the information we hold about you.
During the application process and throughout your tenancy you will be asked to provide some personal information for our records. The statement below explains how Barnet Overseas Students Housing Association Ltd. will process this data.
The data we collect
In order for us to manage your tenancy we will need to process your personal data as part of your use of our service. The data we will collect from you will include, and is not limited to the following:
- your personal details for example full name, personal and academic contact details,
- information about other members of your household
- your out of term address whilst not living at your rented property,
- information about your course of study and institution,
- your disability status and/or any other relevant medical condition
- area specific details on a case-by-case basis depending on the service we provide for you (for example, housing advice and welfare support),
- originals and/or copies of evidence documentation, as relevant and necessary in order to deliver our services for you
- financial / payment information
What we do with your data
Barnet Overseas Students Housing Association Ltd. processes the information for the following purposes:
- Managing your tenancy agreement, including application, termination and disputes
- Verifying your student status and other relevant information with your university
- To carry out reporting and analysis on our tenants to check and monitor our objectives as an organisation
- Staff or trustees contacting you to provide support, guidance and advice in terms of your welfare and the welfare of other members of your household
The legal basis we use to process your data
Barnet Overseas Students Housing Association Ltd. must have a legal basis for processing your data and relies on the following approach:
- Collecting the data is necessary for the performance of your contract with us as a tenant
- Barnet Overseas Students Housing Association Ltd. may process your data where necessary for compliance with a legal obligation arising from Acts of Parliament referred to in your Tenancy Agreement
- If in a medical emergency where you cannot give consent and we need to provide your data to a doctor or other medical services we will do this in regard to your vital interests
- If you notify us of disability and any required reasonable adjustments, we will process your data for carrying out our obligations in the field of social protection law
How long we keep your data for
Your data will be stored for the duration of your tenancy. After you cease your agreement, we will take the following approach:
- Your tenant file will be retained for 6 years
- If you have outstanding debts or disputes with Barnet Overseas Students Housing Association Ltd. regarding the agreement, we will retain your data as appropriate to recovering the debts or resolving the disputes
- We will retain other data collected on you for appropriate periods based on risk and necessity
Sharing your data with third parties
To fulfil our services defined above we will need, where appropriate, to share relevant data with third parties. By signing your tenancy agreement, you are authorising Barnet Overseas Students Housing Association Ltd. to share data with the following, as appropriate:
- the university you are registered with
- local authorities
- debt collection agencies
- our suppliers (for example, contractors for property maintenance or surveyors)
- utilities providers
- auditors and other compliance and regulatory affiliations
Barnet Overseas Students Housing Association Ltd. may use an external contractor or ‘data processor’ to store or manage its data. It will process this data only for purposes specified by Barnet Overseas Students Housing Association Ltd. and will be bound by contract to meeting Barnet Overseas Students Housing Association Ltd.’s obligations under the General Data Protection Regulation. Where data is passed outside the European Economic Area, Barnet Overseas Students Housing Association Ltd. will take the relevant steps to ensure there is adequate protection in place. The UK Government has agreed that data can continue to be shared with EU institutions following the UK exiting the European Union.
Your personal data will not be passed to any other third party without your consent, except where Barnet Overseas Students Housing Association Ltd. is required to do so by law.
Use of information we collect through automated systems when you visit our website
Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.
Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.
Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.
If you choose not to use some cookies or you prevent their use through your browser settings, you may not be able to use all the functionality of our website.
- to track how you use our website
- to record whether you have seen specific content we display on our website
- to keep you signed in our site
- to record your answers to surveys and questionnaires on our site while you complete them
Personal identifiers from your browsing activity
Requests by your web browser to our servers for web pages and other content on our website are recorded.
We record information such as your geographical location, your Internet service provider and your IP address.
We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.
We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.
You have a number of rights under the General Data Protection Regulation, such as the right of access to your data (the ‘Subject Access Right’).
You may obtain a copy of any information we hold about you by sending us a request to email@example.com
After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.
Removal of your information
If you wish us to remove personally identifiable information from our systems, you may contact us at firstname.lastname@example.org
We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.